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Administrative Support Coordinator I

Apply now Job no: 496434
Department: Retention Services
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

    • Position Summary
    • Full time position available on or after May 11, 2020, for Disability Resource Services.

      Under the general supervision of the Director, Disability Resource Services, this position will provide administrative support to the office Disability Resource Services (DRS). This position will independently field all incoming phone calls; provide reception services for students, and administrative support as needed in Disability Resource Services. The confidentiality of student information must be understood and maintained. Exercise discretion and independent judgment in setting priorities, determining methods, and troubleshooting issues. Provide continuity and stability to the office suite, oversight of daily operations, and exceptional customer service as the first point of contact for departments with students, students’ family members, faculty, and staff.

    • Job Duties
    • Duties include but are not limited to:
      • Provides receptionist services, including answering phones, greeting the public, scheduling appointments, and providing general information on DRS programs and services. Serves as a resource for the department and the public on University policy and procedures.
      • Maintains electronic databases for DRS students. Codes all newly registered disabled students in PeopleSoft.
      • Accesses and utilizes student information on campus PeopleSoft system which includes enrollment, transcripts, grades, and address information. Manages records in the hardcopy file system for scheduled appointments, intakes, and evaluates files for shredding in collaboration with Director.
      • Provides support as required that includes scheduling meetings, reserving meeting rooms, take minutes, prepare workshop presentation materials, manage websites, arrange catering services, and AV equipment.
      • Maintains essential records, such as monthly department meeting calendar and exam calendars.
      • Collects payroll vouchers, payroll records, and payroll warrant distribution for faculty, staff and student assistants. Reviews and verifies hours worked of student assistants for payroll processing. Prepares and processes special consultant agreements and pay.
      • Maintains confidential student and employee files, absence reports, and other records for the departments.
      • Responsible for the maintenance and order of the department’s supplies and equipment, especially computers and photocopier, in order to support faculty and programs.
      • Assist director with departmental administrative operations and projects, using independent judgment to identify areas that may need updating and making suggestions as to appropriate so that office runs in an efficient manner.
      • Assist with the hiring, provide training, certification and lead the direction of student assistants to work as front office coverage, cart drivers, exam proctors, and educational aids.
      • Provide lead direction for student assistants that includes delegation of assignments, adherence to policies and procedures, timelines, confidentiality and setting work priorities.
      • Responsible for generating and compiling information from several systems for monthly, end-of-semester and year-end reporting. Works closely with the director in the analysis of program data and answering related questions.
      • Compose office correspondence, reports, and other documents as necessary and when requested by directors.
      • Responsible for providing general information on services and documentation requirements to students. Assists with the completion of forms and organizing study materials when students are unable to do so for themselves.
      • Coordinate testing accommodations and proctoring of exams for students that includes: scheduling of exams; receiving and returning exams to faculty; scheduling proctors as necessary; providing exams in alternate formats (e.g., digital text); use of assistive technology; resolving problem issues, and documenting all testing activities.
      • Coordinate cart service for individual students with disabilities to assist in getting to and from classes. Prepare cart schedule and coordinate yearly maintenance of carts.
      • Work with WPST Coordinator to provide the Testing Office with the appropriate information for each student’s accommodation needs.
      • Coordinate specialized furniture placement in classrooms for individual students and report any access problems (e.g., malfunctioning automatic doors, etc.)
      • Responsible for checking out equipment to students and ensuring the proper return of items.
      • Prepare & provide letters to instructors, with appropriate written approval, identifying the students’ accommodation needs for all courses in order to ensure that the student is afforded the appropriate academic learning environment.
      • Develop and edit training materials, miscellaneous letters and other documents as appropriate.
      • Assists Director with setting staff meetings, maintaining agenda items, taking and distributing minutes. Serves as a guide to other office workers if needed.
      • Responsible for maintenance and preparation of program statistics and compiling data to be used in campus and system-wide reports.
      • Prepare and process all travel requests and reimbursements, purchase requisitions, absence requests & other forms for the department.
      • Assists Director of DRS with budgets by tracking data, reviewing for accuracy or discrepancies in charges, reporting such events to the appropriate director, and noting and resolving errors or discrepancies;
      • Maintain budget including ordering supplies, services, balancing financial reports, foundation reports, and payroll reports.
      • Reconciles accounting reports with online PeopleSoft for the general fund and Trust accounts.

      Other duties as assigned.

    • Minimum Qualifications
    • Education:  Completion of a high school program, technical/vocational program, or their equivalents.

      Experience: Several years of related office work experience.

    • Preferred Qualifications

      • Previous related administrative support experience in an academic setting preferred.
      • Experience with Microsoft Office365 is preferred.
      • Experience maintaining records with Maxient preferred.
      • PeopleSoft knowledge/experience preferred.
      • Demonstrated experience with maintaining multiple electronic calendars is highly desirable.
      • Previous experience in an environment requiring confidentiality is highly desirable.
      • Experience dealing with a confidential filing system is desirable.
      • Demonstrated experience in maintaining a website is desirable.
      • ASL proficiency is a plus
    • Required Qualifications

      • Ability to establish and maintain cooperative working relationships with all members of the campus community and external constituencies. Ability to act as a liaison for the program with internal and external partners.
      • Thorough knowledge of English grammar, punctuation, and spelling.
      • Thorough detailed knowledge of applicable university infrastructure, policies, and procedures.
      • Ability to apply a wide variety of policies and procedures where specific guidelines may not exist.
      • Demonstrated fluency in using office software packages such as Outlook, Microsoft Office 365, PeopleSoft, and Update Web site, etc.; ability to efficiently compile data and prepare necessary reports.
      • Ability to draft and compose correspondence and standard reports.
      • Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
      • Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and at times, creative solutions.
      • Ability to perform standard business math functions, such as calculates ratios and percentages, track financial data, and make simple projections.
      • Experience and/or education that demonstrates professional judgment initiative, creativity, flexibility, problem-solving skills and the ability to function independently and work as a team player.
      • Ability to independently handle multiple assignments and projects in two offices that involve coordinating with other workgroups, gathering information, or solving problems.
      • Demonstrated experience prioritizing work to meet deadlines while faced with many interruptions and competing/conflicting priorities.
      • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions to students, parents, staff, and faculty.
      • Ability to provide lead direction, provide working assignments and manage all functions of the front office staff.
      • Demonstrated ability to understand the principle of confidentiality, its central importance to disability resources work, and adherence to this principle at all times.
      • Must possess excellent interpersonal skills with a demonstrated ability to work with the general public, faculty, staff, and students in a competent, diplomatic and open-communication style. Demonstrated ability to independently respond to and resolve conflict with irate students and crises students in a professional manner
      • Ability to remain calm and poised when dealing with students in crisis.  Able to prioritize situations that require immediate attention, and use good judgment in timeliness and quality of contact with staff and/or Director related to urgent situations.  Ability to communicate clearly and appropriately if required to telephone University Police and relay information during a crisis.

    • Salary Range
    • $2,846 - $5,148 per month plus excellent paid benefits.  (Anticipated salary will be $2,846 – $3,131 per month, depending on the qualifications of the successful finalist.)
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

      Link to Benefits Summary: CSUEU (Unit 7) 
    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.

       

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • APRIL 2, 2020
    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    •  
    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

      INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

       

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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